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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE ~j'
Date: April 20, 2009 Res v~ ~~ On~~ ~~ ~' a' 9 ~ _~ I
Report #: COD-031-09 File # By-law #
Subject: RFP2008-7- Janitorial Services for Various Locations
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend
to Council the following:
THAT Report COD-031-09 be received;
2. THAT the proposal received from Country Town Cleaning, Bowmanville, Ontario being the
most responsive bidder meeting all terms, conditions and specifications of Request. for
Proposal RFP2008-7 be awarded the contract for the Janitorial Services with a bid amount
of $59,201.64 (excluding GST);
3. THAT pending acceptable pricing and satisfactory service the contract be extended for an
additional two years; and
4. THAT funding be .provided from the current year's respective departments Operating
Budgets.
Submitted by: Reviewed by: ~~ ~~"`~`""'^ "~-' `'~
M ~ larano, H.B.Sc., C.M.O., Franklin Wu,
Director of Corporate Services Chief Administrative Officer
MM1J6\BH
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T (905)623-3379 F (905)623-3330
REPORT NO.: COD-031-09
1. BACKGROUND AND COMMENT
PAGE 2
1.1 A Request for Proposal was issued for janitorial services at various locations within
the Municipality of Clarington. The locations include: Hampton Operations Centre,
Orono Operations Centre, Depot 42, Parks Washrooms (Rotary Park, Bowmanville
Memorial Park and Orono Park), Animal Shelter, Tourist Information Centre and
Emergency Station 4, Courtice Fire Station -Durham Regional Police Area.
1.2 RFP2008-7 Janitorial Services for Various Locations was advertised on the
Municipality's website and potential bidders were advised of the opportunity.
1.3 Bidders were requested to attend a site meeting and determine the service time,
equipment and supply requirements for the scope of work outlined in the request for
proposal document.
1.4 A total of thirty-four (34) janitorial companies obtained the bid document.
Submissions were received from the following seven (7) companies: Kleenzone
Limited, Greenwood, ON; J&A Cleaning Solutions, Toronto, ON; Country Town
Cleaning, Bowmanville, ON; Gallind Corporation, Woodbridge, ON; Kingshead
Janitorial, Oshawa, ON, B.A. Sanitation, Kirkfield, ON; J&J Cleaning Services,
Toronto, ON.
1.5 Each firm submitted a comprehensive proposal addressing all issues contained in the
bid document.
1.6 As stipulated in the proposal documents, proponents were evaluated based on the
following criteria:
• Company Background;
• References;
• Pricing/Cost;
• Training/Education;
• Janitorial Products; and
• Proposal Quality.
REPORT NO.: COD-031-09
PAGE 3
1.7 As per the Request for Proposal documents, the vendor selection would be made on
the basis of the written proposal, reference checks and an interview.
1.8 All submissions received were reviewed by the Municipality's evaluation team
consisting of staff from Clerks Department, Operations Department, as well as
Corporate Services.
2. ANALYSIS
2.1. The evaluation committee review the documents and scored the proposals in
accordance with the evaluation criteria. For the top three proposals, the vendor
references were checked and scored. Based on the scores, the committee selected
J&A Cleaning Solutions, Toronto, Ontario and Country Town Cleaning, Bowmanville,
Ontario for an interview.
2.2. In the past, the Municipality has had difficulty securing the services of a reliable and
conscientious firm to provide janitorial services.
2.3. The primary concern for the evaluation committee was that the janitorial company
selected would perform the work requirements as per the frequency outlined in the
scope of work requirements.
2.4. The proposals ranged in price fora one year term from $35,520.20 up to
$124,827.60. The rates are inclusive of all locations specified in the request for
proposal. The bid results are outlined as per Schedule "A" attached.
2.5. Upon completion of the evaluation, the committee's recommendation is to award the
contract to Country Town Cleaning, Bowmanville, Ontario as the overall highest
scorer.
REPORT NO.: COD-031-09
PAGE 4
2.6. Country Town Cleaning, Bowmanville, Ontario met all of the Municipality's
requirements and sufficient time was allocated to each location to ensure that it could
be cleaned properly.
3. FINANCIAL
3.1. The Proposal submitted by the subject firm was in the amount of $59,201.64
(excluding GST) and is within the approved 2009 Current Operating Budgets.
3.2. The required funds are to be drawn from current year's respective departments
Operating Budgets.
4. CONCLUSION
4.1. To award the contract for the janitorial services at various locations to Country Town
Cleaning, Bowmanville, Ontario.
4.2. Queries with respect to the project should be referred to the Municipal Clerk and
Director of Operations.
4.3. This report has been reviewed for recommendation by the Purchasing Manager and
the appropriate department and circulated as follows:
Concurrence: Municipal Clerk
Director of Operations
Director of Emergency and Fire Services
Attachments:
Attachment 1 -Schedule "A", Bid Summary
.SCHEDULE"A"
BID SUMMARY
RFP 2008-7 JANITORIAL SERVICES AT VARIOUS LOCATIONS
BIDDER TOTAL BID
Excludin GST
Country Town Cleaning
Bowmanville, ON $59,201.64
J&A Cleaning Solutions
Toronto, ON; $42,300.00
Kleenzone Limited
Greenwood, ON $33,520.00
Gallind Corporation
Woodbridge, ON $39,450.00
Kingshead Janitorial
Oshawa, ON $73,073.46
B.A. Sanitation
Kirkfield, ON $110,479.98
J&J Cleaning Services
Toronto, ON $124,827.60